Background

The UN Women (UNW), grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the Overall supervision of the Operations Manager the Finance Associate reports to the Operations Manager for guidance and supervision and is responsible for managing and supervising the execution of a wide range of financial services and administrative processes in the CO, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Associate promotes a client- oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Finance Associate works in close collaboration with the operations, programme staff in the CO and with UNWOMEN Operations in the Regional Office and HQs for resolving finance-related issues and information exchange.

Duties and Responsibilities

Administration and implementation of program and operational financial services:

• Review and verify financial transactions/activities/documentation for accuracy, appropriateness and completeness and ensure full compliance of financial services and transactions with UN Women rules, regulations, policies and recording and reporting systems;
• Certify transactions for accuracy and propriety prior to submission to the supervisor for approval and/or action;
•  Analyze/interpret the financial rules and regulations, as well as established policies and procedures, and provide advice and recommend solutions to a wide range of financial issues;
• Review drafts for cost sharing and Trust Fund agreements including conditions of contributions within resource mobilization efforts. Follow up on contributions within the CO resource mobilization efforts;
• Monitor and implement an effective and proper functioning of the financial resources management system;
• Manage the financial business processes mapping and elaboration of the content of internal Standard Operating Procedures in finance, in consultation with the supervisor;
• Monitor the financial status and implement control mechanisms for management/development projects and keep stakeholders and clients informed for timely actions/decisions. Review status reports for quality control;
• Recommend and/or implement cost saving and reduction strategies, in consultation with the supervisor;
• Monitor financial exceptions report for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
• Follow-up and/or take action on audit recommendations to ensure implementation of corrective actions. Assist in reviewing the audit reports on NGO executed projects.

Support to the CO Management in the preparation and administration of budgets:

• Collect, verify and present thoroughly researched information and data for use in the planning of financial resources and the formulation of country program work plans, budgets, proposals on implementation arrangements and execution modalities;
• Input data in Atlas for new grants in the form of Annual Work Plans (AWPs) and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Contribute to office budget planning and preparation by presenting thoroughly researched information for planning of financial resources, including reports containing an analysis of the office’s financial situation (expenditures versus budget allocations);
• Provide information/guidance on routine implementation of projects. Keep track of the appropriate and timely use of financial resources;
• Verify accuracy of Programme Delivery Reports. Take appropriate action to ensure accuracy of information;
• Provide information for the audit of projects and implementation of audit recommendations;
• Implement control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status. Track and report on program and operational financial resources;
• Prepare accurate and timely mandated financial reports to donors and other clients and stakeholders;
• Prepare timely cost recovery documents for the services provided by UN Women to non-core programmes by core programme resources or to prepare bills to services provided to other organizations for reimbursement. Elaborate and implement the income tracking system and follow-up on cost recovery.

Accounting services and administrative support:

• Review and verify accuracy and relevancy of the supporting documents for payments and prepare financial reports. Prepare PO and non-PO vouchers for development projects;
• Maintain internal expenditures control systems to ensure that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, payrolls are duly prepared and processed; travel claims, POs and other entitlements are duly processed;
• Review accounts receivables for UN Women projects and follow-up with project managers and finance section at headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
• Maintain up to date and accurate data in Atlas and take timely corrective actions on erroneous data;
• Maintain proper follow up of advances to implementing partners, review their financial reports together with project managers and be fully satisfied before making next installment;
• Draft financial reports for donors in accordance with donor requirements, UN Women procedures and in conjunction with project managers;
• Associate revenue and expenditure in commitment control for non-core projects;
• Manage petty cash fund, and other temporary GL accounts, ensuring accuracy and transparency in use and reporting;
• Undertake timely corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Timely response to HQ requests to resolve financial data issues;
• Prepare timely VAT reimbursements with adequate documentation support;
• Ensure all supporting documents on financial transactions are secured and properly filed.

Facilitation of knowledge building and knowledge sharing:

• Contribute to training initiatives on financial processes by conducting training and/or organizing training events and activities;
• Capture, synthesize and/or codify lessons learned and best practices in financial management and services;
• Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
• Design and/or introduce innovations in financial business operational practices and management.

Competencies

Core/Guiding Principles and Integrity

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional Competencies

• Thorough knowledge of financial rules and regulations and accounting principles; Excellent knowledge and application skills of IT tools and management systems;
• Ability to provide input to business processes re-engineering, implementation of new systems; Very good analytical skills and results orientation;
• Client oriented approach to work;
• Skills to manage relationships and communicate.

Required Skills and Experience

Education:

• Completion of secondary education is required;
• Specialized national or international certification in accounting and finance would be an asset; University degree (or equivalent) in Business or Public Administration is an asset.

Experience:

• 7 years of progressively responsible experience in financial management and administration;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

• Fluency in English is required;
• Working knowledge of another UN official language is an asset.